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Open the view by selecting Financial management > Financial period archive.
Use the financial period archive as follows:
Archive the company’s financial period-related financial statements and other documents.
If you wish, also archive other company documents.
Send an invitation from the financial period archive to sign the financial statements electronically.
Access rights
The User administrator can set financial period archive access rights in service management (under the company name, the section "Financial period archive access rights"). If the possibility to save material to the financial period archive is granted, the user must also have edit rights to the financial period archive in their function-specific access rights.
You can view financial period archive rights per person as follows:
The right to the financial period archive view gives access to the financial period archive.
The right to save material gives the possibility to save forms to the financial period archive.
The right to financial statement status management (confirmation of the financial statements) gives the possibility to confirm the financial period and, if necessary, release the sealing of the financial period (delete the financial statement material from the financial period archive).
When you have added the rights for the required persons, press the Update data button.
Note that the financial statement status management rights are essential for you to be able to delete financial statement reports and the sealing. Without these rights you cannot edit or delete financial statement material in the financial period archive.
Financial period archive
Financial period:
Select which financial period material is shown in the financial period archive view.
Press the Update view button to retrieve the data for the selected financial period.
View company-specific attachments for all financial periods if the company has company-specific attachments.
View financial period-specific material only for the selected financial period.
Ensure that the attachments are in PDF format.
Ensure that the size of the attachments does not exceed 350 MB.
Financial statement settings: Read more detailed instructions on its own instruction page.
Financial statement material timestamp:
When the financial period status is "Locked", the creator of that financial period becomes the creator of the financial statement material timestamp.
The creator of the timestamp is not the one who closes the financial period, but the one who has added the financial period in financial period management.
When the financial statements have been generated to the financial period archive, the status of the financial period changes to sealed.
In the sealed status, the name of the person who generated the financial statements appears.
Attaching material: Add desired documents to the financial period archive as follows.
Company-specific attachments:
Add desired documents here, such as contracts.
View these attachments at the top of the financial period archive.
Note that company-specific attachments are visible for all financial periods.
Financial period-specific attachments:
Manually add financial period attachment files here.
Select these attachments as attachments to the income tax return if necessary.
Note that if you release the sealing of the material, the financial period attachment files will still remain visible in the financial period archive.
Financial statement material attachments:
Add material here if the financial statement material has not already been generated and archived from the financial statement composition view.
Select these attachments as attachments to the income tax return if necessary.
Note that even if you release the sealing of the material, the financial statement material attachments remain stored in the financial period archive.
Delete attachments if necessary by clicking the x mark next to the attachment.
Adding financial statement material
Open the financial statement composition view by selecting Financial management > Financial statement composition (link to the instructions below).
Generate a completed balance book in the financial statement composition view.
Press the Generate and archive financial statement reports button to get the completed balance book into the financial period archive.
Note that when the material is generated, it always receives a new archive reference at the time of generation.
Read more about financial statement composition in the instructions financial statement composition.
Electronic signature
Send an invitation for electronic signature as follows:
Generate and archive the financial statements in the financial statement composition view.
Select from the financial period archive the desired form that has been generated and archived.
Click the "Invite signatories.." link for the relevant form.
Proceed to the electronic signature page, where more detailed instructions can be found on its own instruction page.
Note that in electronic signature only one form can be sent at a time.
Import signatories’ details into the signature invitation as follows:
Enter signatories’ details in advance in the financial statement settings view so that the details will be pre-filled in the signature invitation.
If details have not been entered in the financial statement settings view, add the details of the persons to sign manually in the "Add signatory" section.
Read more about electronic signing in the instructions Electronic signature.
Releasing the financial statement archiving, i.e. sealing
Release generated financial statement material as follows:
Open the financial period archive by selecting Financial management > Financial period archive.
Select the financial period whose financial statement material you want to release.
Press the Delete financial statement reports and sealing button.
Generate the material again from financial statement composition if you want to generate the material again.
Releasing is possible if you have the KP role and the financial period archive right "Right to financial statement status management (confirmation of the financial statements)".
Note the following effects when you release the financial statement material:
If a form was electronically signed and you release the financial statement material, the electronic signatures will disappear from that form.
When you generate the material again later, you must send the electronic signature invitations again for this form.
Sign the form again electronically after you have sent the new invitations.
If you delete the financial period archiving, you cannot restore the original situation.
Generate the material again from the financial statement composition view if you want new material.
Financial period material can have the following statuses:
Sealed: the status becomes sealed when the material has been run to the financial period archive via the Generate and archive financial statement report link in the financial statement composition view.
Confirmed: the status is set when an authorized user updates the status at financial period level by pressing Mark financial period as confirmed.
Audited: the status is set when a user with the auditor role presses the Audited button. The "Mark financial period as audited" button is activated for the auditor when the financial period has been marked as confirmed.
Status management ensures that there can be only one version of official reports in the archive and that it matches the system’s transaction base.
Releasing and regenerating the financial statement material creates a new archive reference for the material.
Frequently asked questions
Question: Where can I find the financial period archive in Netvisor?
Answer: Open the financial period archive by selecting Financial management > Financial period archive.
Question: What access rights do I need to use the financial period archive and to release the financial statement sealing?
Answer: You need the right to the financial period archive view, the right to save material if you save forms, and the right to financial statement status management (confirmation of the financial statements) if you want to confirm the financial period or release the sealing. To release the sealing, you also need the KP role.
Question: How do I add attachments to the financial period archive and what limitations apply to the attachments?
Answer: Add attachments to company-specific attachments, financial period-specific attachments or financial statement material attachments in the financial period archive. Attachments must be in PDF format, and the size of an individual attachment may not exceed 350 MB.
Question: How do I generate financial statement material into the financial period archive?
Answer: Generate a completed balance book in the financial statement composition view and press the Generate and archive financial statement reports button. The material always receives a new archive reference at the time of generation.
Question: How do I send the financial statements for electronic signature?
Answer: Generate and archive the financial statements, select the desired form from the financial period archive and click the "Invite signatories.." link. In electronic signature only one form can be sent at a time.
Question: What happens if I delete financial statement reports and the sealing?
Answer: The financial statement material is deleted from the financial period archive, electronic signatures disappear from signed forms, you cannot restore the original situation, and you will have to generate the material again in the financial statement composition view and send new signature invitations.
Question: What statuses can financial period material have?
Answer: Financial period material can have the status Sealed, Confirmed or Audited. The Sealed status is set when the material is run to the financial period archive from the financial statement composition view. The Confirmed status is set when an authorized user marks the financial period as confirmed. The Audited status is set when a user with the auditor role marks the financial period as audited.
Keywords: Financial period archive, financial statements, releasing sealing
This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.